405 S SOW SPS PM Service.docx

VA New England Healthcare System | White River Junction VA Medical Center (405) 163 Veterans Drive White River Junction, VT 05001 802-295-9363 https://www.va.gov/white-river-junction-health-care/

Scope of Work

II. Performance Work Statement

1. The White River Junction VA Healthcare System requires the services of a qualified firm to provide services allowing for the preventative maintenance and repair to sterile processing equipment. This contract is a base plus 4 option year Basic Ordering Agreement (BOA).

2. Contractor shall provide all labor, transportation, materials, apparatus, tools, equipment, supervision, and disposal necessary for performing preventative maintenance and repair to sterile processing equipment at White River Junction VA Medical Center.

3. No minimum order guarantee is made upon award of the resulting BOA, and no guarantee is made as to WRJ VAMC to use BOA to order services.

4. The Contracting Officer (CO) is the only government official with the authority to commit funding or place orders. Work performed by the vendor without express, written authorization by the CO will not be paid. The CO is the only government official with the authority to modify the terms of the BOA and any resulting orders for work. Additional, related work may be ordered at the CO’s discretion.

5. The CO will appoint a Contracting Officer Representative (COR) to monitor, schedule, and perform other work-related functions. The COR will handle the on-site quality assurance tasks for the CO, schedule the work, and plan work details with the vendor in accordance with the scope of the task orders placed by the CO.

6. The BOA will establish a list of tasks that can be ordered and tailored to the needs of the VA.

i. Inspection Services

ii. Preventative Maintenance

iii. Repair

iv. Replacement

III. Tasks Orders A. Inspection Services Inspections can be expected to cover but is not limited to the following items.

1. Inspect overall appearance.

2. Inspect for leaks.

3. Inspect detergent levels. Replace as needed.

4. Inspect for foreign objects in the chambers.

5. Inspect spray arms, spray arms should be able to rotate freely and should be free of blockages in the nozzles.

6. Inspect that the cart wash docks properly.

7. Inspect the docking spring, press in and release. It should return to its original position.

8. Inspect the machine accessories.

9. Inspect any ducts.

10. Inspect the strainer.

11. Inspect any fine filters in the ramps.

12. Inspect the overall machine for any worn or missing parts.

13. Inspect electrical cables and connections.

14. Inspect the printer and printout quality if there is a printer.

15. Inspect other maintenance items as outlined in the manufacturer’s recommendations.

B. Preventative Maintenance Preventative Maintenance will include the inspection and repair as required and is not limited to the following tasks.

1. Calibrate systems.

2. Replace detergent containers as needed.

3. Run deliming program.

4. Clean parts in the chamber.

a. Clean spray arms.

b. Clean spray manifold

c. Clean strainers.

5. Disinfect chambers.

6. Clean the exterior.

7. Replace paper for printer, if there is a printer.

8. Maintain and repair other items as recommended by the manufacturer.

Replace defective parts valued at less $25 in value at no additional cost to the VA. Provide a report listing items serviced, parts replaced, results found, and identify items needing repair or replacement not covered. Report will be due to the COR by the end of the next business day.

C. Repair Contractor shall provide a firm-fixed price quote inclusive of material costs (showing the part cost to the vendor and the mark-up % added) and service labor hours (showing the number of proposed hours multiplied by the set hourly rate). Mobilization fee shall be listed as a separate line item. All prices will follow the BOA price/cost schedule.

If the quote for repair service is accepted, the vendor will perform the repair. The contractor will provide a report of the items serviced, parts replaced, and any additional findings. The report is due to the COR by the end of the next business day.

The contractor guarantees all repairs for 1 year after repair completion, including re- performance of the service and replacement of defective parts at no additional cost to the VAMC.

D. Replacement Should the VAMC decide to replace any sterile processing equipment, the contractor may be asked to provide a quote for the replacement (showing the cost to the vendor and the mark-up % added, with any shipping, delivery, and installation costs included as separate line items). The contractor guarantees for at least 1 year, replacement of defective parts will be provided at no additional cost to the VAMC.

E. Known Equipment to Be Serviced Getinge 9100 Series Washer Getinge 86 Series Washer Steris Ultrasonic Getinge Ultrasonic Getinge Steam Sterilizers x2 733HC-E

Additional sterile processing equipment may be added in the future to this preventive maintenance contract when applicable and may not be from the same manufacturer or type of equipment. New equipment added to this contract will be provided by contract modification issued by the CO.

F. Service Scheduling The contractor will be required to provide services in a timely manner. The contractor should expect to respond to emergency service requests in 24 hours. Non-emergent services shall require a response within 48 hours.

Normal work hours are Monday through Friday, 8am until 4pm, with federal holidays excepted.

The service schedule may vary in accordance with specific equipment manufacturers recommendations. The Contractor shall submit to the COR the schedule of the services to be performed. Technicians who show up without prior permission may be turned away at the fault of the vendor.

When the vendor arrives at the VAMC to perform work, the technician shall check in with the COR at building 37 and follow security protocols.

G. Pricing The contractor will provide an average cost to inspect and PM for sterile processing equipment, considering the variety of equipment that can be serviced from this BOA.

The contractor will provide a material cost mark-up % to describe how much over wholesale cost the vendor will charge for materials ordered that are not covered in the inspection and preventative maintenance pricing.

The contractor will provide hourly rates for regular business hours and non-regular business hours.

The contractor will provide a mobilization fee for service trips to the VAMC.

The pricing listed in the price/cost schedule includes all travel and shipping costs associated with any warranty repairs, as these will not be paid separately.

H. Contractor Qualifications The contractor’s technician shall have an ample supply of typical spare parts to prevent equipment from being out of service after arriving at the VAMC for a service call.

The contractor shall provide competent, trained technicians qualified to resolve the repairs issues encountered.

The contractor shall provide reports, detailing the status of the serviced items, any deficiencies, and actions taken to correct identified deficiencies to the COR. The COR may also require the contractor to complete additional reports to meet facility standards, at no additional cost to the VAMC.

I. Quality Assurance Infection Control efforts will be done in accordance with the instructions given by the COR and Infection Preventionist at the VAMC.

The COR shall inform he CO of any performance deficiencies. Key items the COR will watch for include but are not limited to: response time, technician preparation and readiness to perform the work, the quality of the work performed, professionalism of the technicians, and compliance with contract and facility requirements.

If the CO finds the complaint to be valid, he shall give the contractor an opportunity to correct the deficiency (at no additional cost to the VA). If correction is not made by the contractor, the CO may authorize payment of less than the invoiced amount for services rendered or require the contractor to pay for another vendor to complete the work required.

J. Evaluation Factors In quotes for Task Orders submitted, the quoting vendor shall identify if they will self-perform the contract requirements or if they will subcontract any part of it. If subcontracting, the quoting vendor shall identify the percentage of the proposed contract value the prime and the subcontractor(s) will account for, as well as what key tasks will be performed by which party. This will be closely monitored for compliance by the government, and the act of submitting a quote constitutes the granting of permission to the government to audit such activity. The CO retains the right to refuse the use of any subcontractors for any or no reason.

IV. Privacy Statement Information Security: The C&A requirements do not apply, a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures.

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